Download - ELECTRONIC INVOICING AT ZALANDO · COMPLIANT E-INVOICING: WAYS OF INVOICING Available since 12/2018 Currently being implemented 1) Coupa Supplier Portal (CSP) • Comfortable and

E L E C T R O N I C

I N V O I C I N G AT

Z AL A N D O

2 0 1 8 - 1 2 - 0 3

I N V O I C E

2

1. Zalando Electronic Procurement : Zupply & Invoicing (p.3)

7. Contact Information

3. Register on the Coupa Supplier Portal (p.5-17)

4. Creating an Invoice in CSP (p.18-25)

5. Creating a Credit Note in CSP (p. 26-32)

T A B L E O F C O N T E N T S

6. Creating an Invoice with SAN (p. 33-41)

2. Ways of Electronic Invoicing (p.4)

3

Zupply is a tool for everybody at Zalando, which

bundles our procurement processes. Therefore,

Zupply enables all Zalandos to order according to our

Policy.

After the Zalando sends out the order, you as our

business partner receive this order via email, CSP or

cXML. To provide a smooth process, we now want to

enable the compliant eInvoicing function for you.

GROWTH

LEGAL

CONFORMITY

LEGAL

CONFORMITY

PROCESSES

CENTRAL

FUNCTION

DEFINITION

Compliant eInvoicing is a secure and easy electronic bi l l ing method, which

ensures a compliance check (in accordance with §§ 14 par. 4, 14a Value

Added Tax Act).

W HAT IS OUR

AIM?

Compliant eInvoicing seeks to increase automation within invoice handling,

accelerate process costs and time and exclusively creates invoices on the

basis of your shared data and your explicit approval .

W HICH

CHANNEL CAN

BE USED?

• CSP (Coupa Supplier Portal)

• SAN (invoice generation via E-Mail )

• cXML (invoice generation via Code)

W HAT ARE

YOUR

ADVANTAGES?

• Guaranteed transfer of the invoice within seconds

• Higher process security for invoicing

• Incorrect invoices can be minimized (e.g. pre -check of tax info)

• Legally compliant documentation (digital ly signed PDF document)

• Transparency over current invoice status on CSP

• Electronic communication channel for questions about invoice

• Invoice creation exclusively on basis of your shared data and your explicit

approval

W H AT I S E L E C T R O N I C I N V O I C I N G ?Z AL A N D O E L E C T R O N I C

P R O C U R E M E N T : Z U P P L Y

4

S U P P L I E R

1 ) C o u p a S u p p l i e r

P o r t a l ( C S P )

2 ) S u p p l i e r

A c t i o n a b l e

N o t i f i c a t i o n

( S A N )

3 ) c XML

C O M P L I AN T E - I N V O I C I N G : W AY S O F I N V O I C I N G

A v ai l ab le s i nc e 12 / 2018

Cur r ent l y be i ng i m p lemen ted

1) Coupa Supplier Portal (CSP)

• Comfortable and user-fr iendly access to al l your invoices

• Transfer order data into invoice data (PO-Flip)

• Status overview and transparency of your invoices

• Need to register once for free

Recommendation: For business partners, which send us more than one invoice

per week

2) Supplier Actionable Notification (SAN)

• Create the invoice directly in the received order per mail f rom Zalando

• No registration needed

• eInvoice created by one cl ick on create invoice button in PO email f rom Zalando

Recommendation: For business partners, who send us invoices sporadically

and do not want to register on CSP

3) cXML

• Electronic direct connect ion, which al lows the automatic electronic exchange of

invoice data.

Recommendation: For strategic business partners, who send us more than 100

invoices per month. You have the opt ion to integrate your pre -systems.

5

R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

Upon request, you will receive an

individual invitation via email. In the

lower part of this invitation email

you will find the link to confirm your

registration. Please click onthe

provided link to log in to the CSP.

Registration

6

The registration link will forward

you directly to the login mask on the

Coupa Supplier Portal.

Please, fill out all mandatory fields

marked with a asterisk, check the

box to accept privacy policy and

terms of use.

Eventually, please click on the

button „submit“ to login and

continue.

Registration Login


7


1. You will be forwarded to the start

page on the CSP.

Click on the „Profile“ tab and select

„Zalando SE“.

Registration Login Your Profile

8


1. A template for your company information

will open.

Please, fill out the mandatory fields marked

with an asterisk and the fields we have

mentioned in this guide. Please note, that

you also have to enter the primary address

of your company even though the fields are

not marked as mandatory.


Your

Company

Information

9


2. Please, also note that you must provide

your primary contact details despite the

missing asterisks.

In addition, next to some fields you can find

small hints by hoovering over with your

mouse.


Your

Company

Information

10


1. To insert your payment address, please click the „add“ button as shown in the screenshot.


Your

Company

Information

Your

Payment

Information

11


2. A pop-up window will open. If you have

not yet entered any payment information,

please, click on the field „Create New“ here.


Your

Company

Information

Your

Payment

Information

12


1. Fill in the information in full

and click „Continue“.


Your

Company

Information

Your

Payment

Information

Your

Address

Information

13


2. Now, fill in the rest of the

information and then click on

„Save and continue“ below.


Your

Company

Information

Your

Payment

Information

Your

Address

Information

14


1. Your bank details:

Now, the payment information will be

added to the form. Please, fill in the

additional fields, which are marked with

an asterisk and with a red box on the

screenshot.


Your

Company

Information

Your

Payment

Information

Your Bank

& Tax

Information

Your

Address

Information

15


2. Your tax information:

Now, you have the possibility to

add additional VAT IDs.


Your

Company

Information

Your

Payment

Information

Your Bank

& Tax

Information

Your

Address

Information

16


1. Additional Information:

Please, answer the additional

questions at the end of the form

by clicking either „yes“ or „no“.


Your

Company

Information

Your

Payment

Information

Fill in &

Submit

Information

Your Bank

& Tax

Information

Your

Adress

Information

17

R E G I S T E R AT T H E C O U P A S U P P L I E R P O R T AL

2. After you have answered the eleven yes / no questions, please ignore the field for internal use and

DO NOT change the pre-filled SIM Commodity Group, just click on „Submit for Approval“. This

completes the registration process.

Hint: The „Save“ button is not intended to send your information to us.

Please, also keep in mind that the „Decline“ button will cause you to refuse to cooperate with Zalando

and the form will be blocked irrevocably. In this case, you would have to register all over again.


Your

Company

Information

Your

Payment

Information

Fill in &

Submit

Information

Your Bank

& Tax

Information

Your

Adress

Information

18

C R E AT I N G AN I N V O I C E I N T H E C O U P A S U P P L I E R P O R T AL

When you receive

an order, you can

view and manage

it in the window on

the top right by

clicking on

„Notifications“.

View Order

19

1. The menu option „My Notifications“ will show the history of your orders from which you can create invoices. Click

on a purchase order and it will open up.


View OrderCreate

Invoice

20

2. Review the received

order and create an invoice

based on that order by

clicking on „Create invoice“

at the end of the order.


View OrderCreate

Invoice

21

Please, fill out the mandatory fields

marked with an asterisk and

choose the „service period“.

Please, also enter an early

payment provision. In case, you

don´t have such a procision,

please enter „N/A“.

View OrderCreate

Invoice


Invoice

Details

22

Please, fill in the following attributes

and check the pre-filled fields.

You can remove unnecessary lines

via the red cross. You can adjust the

quantity with the field „Qty“ With this

option you can create a partial bill.

Also, check the VAT amount and

select the correct tax rate.

View OrderCreate

Invoice


Invoice

Details

Tax Code

Check

23

With the function „add line“ you

can add non-PO related items

or services.

When all items have been

checked and selected, press

„Submit“.

The button „Calculate“ gives

the possibility to calculate the

total value.

View OrderCreate

Invoice


Invoice

Details

Tax Code

Check

Submit the

Invoice

24

When you have finished

editing the invoice,

please, click on „Send

Invoice“ to transfer it to

Zalando.

If you do not want to

submit the invoice yet,

you can continue editing

the invoice by clicking

on „Continue Editing“.

View OrderCreate

Invoice


Invoice

Details

Tax Code

Check

Submit the

Invoice

Edit the

Invoice

25

In the menu bar select „Invoices“ and you will now see all invoices as well as the corresponding invoice status.

View Order Create

Invoice


Invoice

Details

Tax Code

Check

Submit the

Invoice

Edit the

Invoice

Invoice

Status

26

C R E AT I N G A C R E D I T N O T E I N T H E C O U P A S U P P L I E R P O R T AL

In the CSP, go to the

menu bar and select

„Invoices“. Here, you

can see the status of

the individual invoices

as well as the „Credit

note“ button.

Invoice

Overview

27

The „Credit note“ button will automatically open the „Credit note“ window. Here, please select one

of the two reasons for creating the note. In this example we will choose the first option.

Invoice

Overview

Reason for

The Credit

Note


28

Now please, choose the invoice for your credit note. In this example we select the invoice „Ly Inv1“.

Invoice

Overview

Reason for

the Note

Choose

Invoice


29

Now, choose whether you want to fully or partially balance the invoice with the credit note and

click „Create“ to create the credit note within the selected options.

Invoice

Overview

Reason for

the Note

Choose

Invoice

Balance

Invoice


30

1. You can now create

the credite note.

Please, fill in the following

attributes and check the

pre-filled fields.

Then, scroll down to

check the rest of the data.

Invoice

Overview

Reason for

the Note

Choose

Invoice

Balance

Invoice

Create

the Credit

Note


31

2. Please, fill in the

amount of credit and all

other details, such as the

VAT rate, carefully.

Invoice

Overview

Reason for

the Note

Choose

Invoice

Balance

Invoice

Create

the Credit

Note


32

Once all items have been

checked and selected, the

credit note can be sent via

the „Submit“ button.

You can also save the

credit note draft, here.

Invoice

Overview

Reason for

the Note

Choose

Invoice

Balance

Invoice

Create

the Credit

Note

Submit the

Credit Note


33

C R E AT I N G AN I N V O I C E W I T H S AN

Open The

Order Email

Open the purchase order email and click on the „Create Invoice“ button to generate the invoice. You will

automatically be forwarded to a separate page in your browser. On this page, you can easily and

digitally create the invoice from the corresponding order.

34


1. If you have not yet entered

your payment information,

then please, create enter your

payment information via the

button „Create New Remit-

To“.

Open The

Order Email

Payment

Information

35


2. Enter all information

marked with an asterisk and

then scroll down to enter

more information.

Open The

Order Email

Payment

Information

36


3. Now, enter your bank and

tax details in full and click on

the button „Create and use“.

Open The

Order Email

Payment

Information

37


Now you can easily create the invoice.

Create

Invoice

This is an example of

the mask for digitally

creating an invoice.

Open The

Order Email

Payment

Information

38


You can add a tax field

to each order line by

ticking the „line level

taxation“ option.

Tax Code

Check

You could also add lines by clicking on this button.

Create

Invoice

Open The

Order Email

Payment

Information

39


If all items have been

checked and selected, click

on the button „Submit“ to

transfer the invoice to

Zalando.

Transfer

Invoice

Tax Code

Check

Create

Invoice

Open The

Order Email

Payment

Information

40


Edit

Invoice

When you have finished

editing the invoice,

please, click on „Send

Invoice“ to transfer it to

Zalando.

If you do not want to

submit the invoice yet,

you can continue editing

the invoice by clicking

on „Continue Editing“.

Transfer

Invoice

Tax Code

Check

Create

Invoice

Open The

Order Email

Payment

Information

41

YOU STILL HAVE QUESTION?

If you have any questions, would like to be

called back or would like to be invited to the

CSP, send us an e-mail to:

[email protected]

Or have a look at our website:

https://eprocurement.zalando.com/

mailto:[email protected]

https://eprocurement.zalando.com/